Office Assistant II

2 weeks ago

Joliet, United States Joliet Junior College Full time
Position Title:
Office Assistant II

Job Description:
POSITION TITLE: Office Assistant II
STATUS: Part time
DEPARTMENT: Student Development
DIVISION: Admissions
CLASSIFICATION: Non-exempt
UNION: TOSSC
REPORTS TO: Director of Admissions and Recruitment
PLACEMENT: Clerical Grade 6
MINIMUM PAY RATE: $16.47 per hour

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The student population at the college is diverse in ethnicity, gender, language, age and background. Joliet Junior College is an AA/EO employer and strongly encourages applications from candidates who would enhance the diversity of its staff.
POSITION SUMMARY

The office assistant II serves as the first point of contact for the Admissions Office. Provides general information about the college, campus functions, and other assistance to customers. Under the direction of the Director of Admissions, provides support for the Admissions Office programs, events, fairs, and related student activities. Supports the supervision of student workers. Maintains a high degree of confidentiality; provides excellent customer service students, parents, faculty, and college personnel; is dependable, and exercises good judgment in resolving issues. Must be available to work afternoon and evening hours for evening vacancy. Maintain lobby resources and waiting area for students and visitors.

ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES

1. Effectively and professionally communicate with customers, providing excellent customer service. 2. Receive and direct visitors, handle phone calls, take and relay messages, provide requested information regarding the college and its programs and procedures. Prioritize and distribute mail. 3. Review and evaluate high school transcripts for placement measures such as geometry equivalency, chemistry equivalency, and any other placement measures based on high school transcript data established by the institution.

4. Receive, research, review, and process student's records in regards to residency, applications, placement information and other necessary documentation.

5. Prepare, maintain, and process admissions documents (high school transcripts, ACT/SAT scores, address changes, name corrections, etc.) related to the admission process and office by inputting data and updating information in the operating system.

6. Assist with onboarding, training and development of student workers.

7. Provide technical support to outside department and students pertaining to admissions procedures and protocols.

8. Prepare data related to incoming emails, phone calls, and in-person visitors as needed for executive management.

9. Prepare and organize incoming Admissions documents to be imaged into the student file according to procedures, which includes document analysis and provides quality control for the department. 10. Responsible for document scanning, identifying imaged documents and assigning appropriate index based upon pre-determined parameters and ensure quality of image.

11. As assigned, support all activities and related priorities for the Admissions department including campus tours, on campus recruitment events.

12. Follows procedure to prepare student documents for follow up communication.

13. Assist with training and development of student workers and new department employees. 14. Performs other related duties as assigned.

15. Assist other enrollment center front line areas as needed.

MINIMUM QUALIFICATIONS

1. High school diploma or equivalent.

2. One (1) years of modern office experience.

3. Detail oriented, a self-starter, with effective organizational skills and the ability to handle a variety of tasks and responsibilities.

4. Current computer and internet skills, with knowledge of Microsoft Suite.

5. Strong verbal and written skills, and ability and willingness to work cooperatively and confidentially with a diverse population.

6. Attentiveness to detail, efficient organizational skills, initiative and ability to produce high-quality work.

7. Ability to work responsibly with minimal supervision.

8. Ability to establish and maintain cooperative and effective working relationships with other members of the college and community, displaying cultural competence as well as emotional intelligence. 9. Demonstrated commitment to the college's core values of respect and inclusion, sustainability, integrity, collaboration, humor and well-being, innovation and quality.

PREFERRED QUALIFICATIONS

1. Associate's Degree

2. Two (2) or more years related experience.

3. Knowledge and/or experience with Colleague and Workday software.

4. English and Spanish verbal and written communication proficiency.

5. Demonstrated multicultural competence.

PHYSICAL DEMANDS

1. Normal office physical demands.

WORKING CONDITIONS

1. Admissions office environment

2. Admissions Office regular hours of operation are 8:00am -6:00pm, Monday - Thursday and 8:00am4:30pm on Fridays.

3. Occasional evening and weekend hours may be required for admissions events and special office hours during peak times.

Full Time/Part Time:
Part time
Union (If Applicable):
TOSSC

Scheduled Hours:
28

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